Senior Administrative Support Specialist

SENIOR ADMINISTRATIVE SUPPORT SPECIALIST

General Statement of Duties

Works independently to perform a variety of responsible administrative and program support duties requiring a comprehensive understanding of the departmental mission, regulations, procedures and services.

Distinguishing Features of the Class

An employee in this class performs a variety of advanced journey level administrative and technical support duties. Work generally requires that the employee independently perform a wide variety of administrative duties that support a department or major operational unit of the County organization. Positions in the class require information processing, office management and customer service skills, and include some program management tasks. Administrative duties require tact and discretion in handling sensitive or confidential matters. Work requires independence and initiative in activities and may include providing technical assistance to other staff. Guides generally include a variety of written manuals and instructions, as well as comprehensive rules and regulations. Sound judgment is required in performing the responsibilities. Work is typically performed under the supervision of a division or department head and is evaluated through observation, conferences, and ongoing evaluation of the quality and effectiveness of work processes.

Duties and Responsibilities

Essential Duties and Tasks
Provides customer service requiring considerable knowledge of the department’s services, regulations and procedures; answers a variety of questions and selects appropriate materials to answer questions; explains rationale of answer and often handles the inquiries independently; refers complex issues to others to resolve.
Interprets complex rules, regulations, and information on the program and organization's operating standards.
Collects and reviews data; compiles records and reports; creates tables, spreadsheets or databases to generate report information; maintains program files.
Performs one or more specific program functions which require a specialized knowledge or skill.
Prepares scheduled and special reports for management and/or various government agencies requiring research or generation of data from electronic and/or manual sources.
Drafts and composes correspondence; reviews and verifies records and reports for correct information; identifies inconsistencies and resolves discrepancies.
Handles confidential or sensitive information in an appropriate manner.
Typically performs accounting, and budget monitoring functions for the department including monthly reports and reconciliations; may compile information for the department budget.
Typically processes timesheets for the department; verifies timesheets and leave records are accurate and maintains the department’s personnel records and files.
May produce and send bills for the department and/or collect fees, balance cash and receipts and prepare deposits.
May serve as secretary to one or more boards by developing agenda, preparing agenda items, making meeting arrangements and taking and transcribing minutes.

Additional Job Duties
Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills, and Abilities
Considerable knowledge of the department’s mission, functions, regulations and practices .
Considerable knowledge of modern office procedures and related office information technology equipment, software, and peripherals.
Working knowledge of County ordinances, procedures and practices related to area of assignment and of the organization’s administrative, personnel and purchasing procedures.
Skill in the use of information technology equipment and associated software products such as word processing, spreadsheets and databases used in area of work assignment including the development of forms, form letters, tables, spreadsheets, data bases, etc. to compile records and generate reports.
Skill in communicating effectively and confidently while conducting the department’s business in person and by telephone.
Ability to work independently on responsible administrative support tasks, some of which may be confidential or sensitive; ability to independently prepare meeting agendas and confidential correspondence.
Ability to gather and give comprehensive information and instructions, based on program knowledge and independent research.
Ability to communicate a technical knowledge of program operations and organizational programs.
Ability to be tactful and courteous while being persuasive and confident on County business.
Ability to compile information based on general instructions.
Ability to establish and maintain effective working relationships with supervisors, coworkers, and the general public.
Ability to evaluate office processes and procedures and make recommendations for change.

Physical Requirements
Must be able to physically perform the basic life operational functions of reaching, pushing, pulling, standing, walking, fingering, grasping, talking, hearing, and repetitive motions.
Must be able to perform light work exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.
Must possess the visual acuity to prepare and analyze data and figures, do accounting work, operate a computer terminal, and do extensive reading

Desirable Education and Experience
Education and experience equivalent to graduation from a college or business school with an Associate’s degree and considerable journey level administrative experience.

Columbus County
2011

Special Note: This generic class description gives an overview of the job class, its essential job functions, and recommended job requirements. However, for each individual position assigned to this class, there is available a completed job questionnaire with a physical abilities checklist which can give further details about that one specific position. Those documents should be reviewed before initiating a selection process. They can provide additional detailed information on which to base various personnel actions and can assist management in making legal and defensible personnel decisions.

Click below to apply

https://columbusco.org/columbus-county-employment-application